Finding and Keeping Clients

Discuss how and where to find clients as well as creating and maintaining exceptional client relationships, identifying ideal clients, and more.

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Old 05-09-2008
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Default I finished my Info/Welcome Packet


It's still a "work in progress" to make it perfect, but I've finished my information/welcome package to hand to my mom (and hopefully 1st real client) today. Here's how I did it (using what was on-hand):

I have a white folder with two pockets and business card holder. I created 6 "informational" sheets the will hopefully coordinate with my branding colors (there are 5 colors in the pallet I chose). These sheets will also closely mirror the pages of my website and include:

(I printed them on card stock, but would eventually like to have them on higher quality semi glossy paper)
  • What Is a VA?
    • Definition
    • Why Hire a VA
    • Cost Comparison chart
  • Services
  • Rates
  • About Me
    • My Background
    • My Philosophy
    • Contact Me
  • With Just One Hour (definitely still a work in progress, but I changed it up a bit. Instead of just a list of what I can do in one hour, I created two columns. One side is headed "While I..." and list what I can do in an hour. The other side is headed "You could..." and lists what the client could do with extra time.)
  • Client Forms
    • Retainer Contract/Work Agreement
    • W-9 Form
    • Policies and Procedures
    • Pre-Consultation Questionnaire

I also included a very nice "Thank You For Your Interest Letter" and printed it on letterhead (I can post it if anyone likes to give you a nudge).

I made up some business cards and included 4 (btw, these folders would look much better with landscape style cards, I printed mine on out in portrait ). Again, I used what I had on hand so their not as nice as what I'd like, but the design is actually pretty nice.

FINALLY, I had some large labels laying around so I printed my logo and stuck it to the front of the folder. I think my mom may actually be impressed...lol

Question. I printed my logo on a high quality printer but it still looks a bit washed out and my drop-shadow doesn't show. Should I be saving it a different way for print. I think I used CMYK for the colors when I made it and saved it as a .jpg. Any ideas?
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Old 05-09-2008
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Default Re: I finished my Info/Welcome Packet
Great job Stephanie - what a big project! Sounds beautiful and impressive!!

I haven't done print work for ages but I always saved my client's print files as PDF (from the original Photoshop file whenever possible). But that was for print-shop printing. You could try playing around with a transparency (PNG) and GIF just one at a time to see which comes out more crisp on your own printer.
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Old 05-09-2008
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Default Re: I finished my Info/Welcome Packet
You sure have been busy Stephanie! Sounds like you have it all pretty much covered. When will you be presenting it to your mom?
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Old 05-09-2008
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Default Re: I finished my Info/Welcome Packet
Wow Stephanie! I'm impressed.

I wish you much success!
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Old 05-10-2008
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Default Re: I finished my Info/Welcome Packet
Looks like you have been very busy. Well done. It sounds like it is well organized. ~Carla
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Old 05-10-2008
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Default Re: I finished my Info/Welcome Packet
Good for you Stephanie.

They will always be a work in progress!
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Old 05-10-2008
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Default Re: I finished my Info/Welcome Packet
Stephanie - I'm not a graphic designer, but I'm pretty sure if you put your logo on a dark-ish background, you'll be happier with the results. It's hard to see here, so I'm not sure what color to recommend - something purple-ish?
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Old 05-10-2008
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Default Re: I finished my Info/Welcome Packet
Hi Stephanie! WOW awesome job on the packet! I'm thinking of doing something similar. I do have a design background so any help I could give you with making your logo stand out more, I'd be happy to. I'm not sure what program you created it in but it may just be a matter of adjusting your drop shadow and playing with the colors a little more. Let me know if you need anything. Congrats on putting together a great info piece!

Jackie Nees
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Old 05-10-2008
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Default Re: I finished my Info/Welcome Packet
For better printing, if you're using Photoshop, you might try increasing the resolution before you save it. (If you haven't tried this already.)

Great job on the packet. I'd love to see your interest thank you letter.

Let us know what your mom's response is.
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Old 05-11-2008
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Default Re: I finished my Info/Welcome Packet
Way to go Stephanie!
I've made packets like this for clients in the past, but I've never made one for myself. I have, however put together a tri-fold brochure (not quite as detailed as your packet), and I have a presentation binder on hand that goes over my business platform; hours of operation, example invoicing, billing options and expectations, new work order procedures, client profiles, confidentiality and then some examples of previously completed marketing materials. --- Marketing Materials --- sounds so glibb. Does anyone have a better name or terminology of that category of work? My brain's fried today.

Do you have plans of putting a digital copy of this together that you'll be able to either email, or place on a webpage that you could point clients to for instant viewing? I've thought about that a little; but with more "teaser" information and then direction to contact me for a more formal, in-person presentation; customized to their business platform.

-Tanya
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Old 05-12-2008
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Default Re: I finished my Info/Welcome Packet
Thanks guys,

I presented it to my Mom but we were on the road so she couldn't really look at it. I did, however, give her an overview of what was included and left it for her to peruse later. It's kind of funny, but I think I was less confident "selling" myself to my mom than I would a stranger. I have to work on that...lol

I'll try playing around with my logo a bit more to see if I can make it look as good in print as it does on screen. I did try putting it on a darker background (blue, I think) and it didn't look good to me at all. It may have been some of the "styling" that I used (glass, rough) because the blue showed through my sun and that's not what I want. Whenever I mess around with my dropshadow, it ends up being a complete mess (big black blobs) and I have a hard time getting it back to the default after that. I'm using Illustrator CS2, by the way.

I haven't done it yet, but I do want to create an electronic form of the packet to email to clients. I just haven't used PDF other than to read stuff, so I'll need to work with it a bit.

Again, thanks for all of the great suggestions. Now I have to get back to my business plan...lol
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Old 05-02-2009
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Default Re: I finished my Info/Welcome Packet
Thanks Stephanie,

I was thinking of revamping my packet. You have great ideas.
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Old 05-02-2009
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Default Re: I finished my Info/Welcome Packet
That is great......I have not seen this thread and that is what I do too. Though I don't send them a "Interest Letter" I send them a "welcome letter". I also send them coupons (10% off if they upgrade services, refer a friend-both get 15% off if signed on first project, etc). I have an rates and referrals sheet and I send the calculator that you get here, plus a brochure to keep and one to share and 4 business cards (I have a space for one on each side to I cram 2 on each side. I use that on my site....think it is cool. One of my main colors is orange, so I have tons of orange folders with clear labels and I send it all in there with the clear label on the front of the folder. And I send it in a white envelope. I never thought about sending them a P&P sheet, my contract has it all in there.
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Old 05-03-2009
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Default Re: I finished my Info/Welcome Packet
This is great information. I was wondering if I should do something similar for my bookkeeping business. I think I will start on it now!!

Thanks again,
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Old 05-03-2009
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Default Re: I finished my Info/Welcome Packet
Great job and great ideas. I used to have a printed marketing collateral kit. Later on I switched to online, downloadable ones, and now I have a combination of the two. This is a bit off topic, but when I sign on a new client, I also send them a welcome letter and gift, a pound of coffee in a gift box. They love it!
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Old 05-04-2009
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Default Re: I finished my Info/Welcome Packet
Great Job! I love the idea of the welcome gift. I have a welcome letter already, but think I will include the gift!
Amanda
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Old 05-06-2009
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Default Re: I finished my Info/Welcome Packet
Great job Stephanie. You have been very busy.
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Old 06-23-2009
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Default Re: I finished my Info/Welcome Packet
Originally Posted by merrickmgt View Post
Great job and great ideas. I used to have a printed marketing collateral kit. Later on I switched to online, downloadable ones, and now I have a combination of the two. This is a bit off topic, but when I sign on a new client, I also send them a welcome letter and gift, a pound of coffee in a gift box. They love it!
Taryn,

Where do potential clients go to obtain the online version of your kit? (i.e. where would I host it)

Thanks,
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Old 06-23-2009
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Default Re: I finished my Info/Welcome Packet
Stephanie:

Just like everyone else has already told, you've done a GREAT job!!! I really like the idea of listing what I can get done in an hours time for them. I think that actually makes it a "real" job for a new client to see.

Are you using your packages for local clients or are you sending this out to out of state clients as well?

I too would love to see the thank you letter you have put together -- and a thank you gift that is just an over the top great idea!!!

Thanks for sharing!!!

Robin
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Old 06-23-2009
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Default Re: I finished my Info/Welcome Packet
Wow, I still have not worked on my welcome packet. This info will surely help me.

Tym!

Karla
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